Job Title: Office Support Specialist 1
Organization: Wyoming Department of Environmental Quality
Location: Cheyenne, WY
Position Overview: This is a full-time administrative position providing support for the Air Quality Division’s New Source Review program. Position works in a team-oriented environment and is responsible for performing administrative duties associated with processing Air Quality permit applications, including entering tracking information into an electronic system, working with newspapers to schedule publications, collecting permit fees, and compiling paper files. This position is also expected to support and assist other air quality programs and department staff.
Duties: The listed functions are illustrative only and are not intended to describe every function which may be performed in the job level.
- Performs, leads, or supervises a wide variety of moderate to complex program and operational support duties.
- Serves as subject matter expert.
- Applies knowledge of programmatic and administrative requirements.
- Resolves problems and makes recommendations for improvements.
- Performs specialized tasks and coordinates general office functions such as budget, administrative, procurement, travel arrangements, office supply procurement, information systems, or fiscal duties and provides training to staff.
- Conducts research, troubleshoots office systems or procedures for efficiency and accuracy; collects, organizes, and details in writing the required documentation in answering questions from department staff, industry, and the public.
- Processes electronic filings; corresponds with operators regarding application filing. Maintains financial or other records; verifies statistical reports for accuracy and completeness; assists with publishing statistical reports.
- Assists in budget development, analysis, interpretation, and recommendation, including handling deposits and monetary transactions and/or performing audit functions. Accurately maintains agency files and records; inputs data into databases.
- Prepares reports; verifies data from computer systems and databases for accuracy. Responds verbally and/or in writing to requests for information.
- Screens and correct documents for procedural compliance; evaluate the information for accuracy.
- Provides customer service to customers, clients, and staff, acts as a resource, and explains rules and procedures to co-workers, customers, and/or clients.
- Performs administrative duties requiring considerable independent judgment.
- Resolves basic computer issues/concerns.Greets, screens visitors, interviews customers/clients to evaluate and determine needs. Refers customers to appropriate staff or alternative agencies.
- Tracks information and evaluates administrative information for completeness and accuracy.
- Assures procurement process is managed appropriately and according to established procedures.
- Strong organizational and time management skills to manage multiple projects and systems at a very high level of detail.
- Ability to learn, develop, and apply detailed procedures related to highly regulated programs and processes.
- Knowledge of financial record keeping and reporting principles and procedures, basic accounts payable, and purchasing.
- Strong communication skills with an emphasis on providing excellent customer service.
- Pleasant and professional manner to interact and respond to staff, other agencies, and the public in person, email, and phone.
- Ability to share responsibilities in a team environment with coworkers, providing support for absences, workload issues, and vacancies.
- Ability to work collaboratively with coworkers to address new and changing demands on the organization.
- Ability to independently assess the completeness and procedural compliance of permit submissions and financial documents.
- Knowledge of word processing, database, and spreadsheet software to manipulate and create documents, tables, mailings, and reports. Comfortable and competent with the use of databases for electronic tracking and email systems.
- Ability to prioritize multiple and diverse projects, responsibilities, and deadlines.
- Ability to develop and maintain filing and archiving systems to meet regulatory and policy requirements and organize files logically for ready access.
- Knowledge of records processing and maintenance procedures and systems.
- Ability to train permanent and temporary staff on program, department, and office procedures, policies, and systems.
- Detail-oriented with strong proofreading skills.Ability to review the written work of others for clarity and completeness.
- Ability to remain calm and professional when dealing with angry or upset individuals. Ability to perform assigned duties and apply program procedures and policies with minimal supervision.
- Knowledge of administrative, clerical, and filing procedures.
- Ability to learn and apply department and state government procurement methods and procedures.
Education: Associate’s Degree (typically in Business)
Experience: 0-1 year of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant II
Education & Experience Substitution: 2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant II
Salary/Pay: $15.01-$19.34 per hour
How to Apply: Human Resource Contact: Wendy Croissant email@example.com 307-777-6287